Job Overview
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Life insurance
Employee assistance program
Job Description
The Virginia Department of Transportation (VDOT) is a vital government agency responsible for planning, building, and maintaining one of the most extensive and complex transportation networks in the United States. VDOT's commitment to providing safe, efficient, and sustainable transportation solutions is critical to supporting economic growth, public safety, and community connectivity throughout the state of Virginia. As a public-sector organization, VDOT values professionalism, ethical standards, and a commitment to public service, ensuring that all employees uphold the agency's Code of Ethics and the Commonwealth's Standards of Conduct.
This particular role is designed to provide administrative support within VDOT, serving as a critical link between management, various work groups, and external stakeholders. Positions of this nature typically operate within a diverse, dynamic office environment, supporting a range of activities from coordinating complex meeting schedules to managing detailed records and facilitating communications across multiple levels. This role is essential in helping maintain smooth workflow processes and supporting overarching organizational objectives.
The role encompasses a broad set of responsibilities, including administrative coordination of meetings with staff and elected officials, preparing detailed agendas and minutes, and ensuring efficient correspondence management. Candidates are expected to handle various general office duties such as transcription, report preparation, and data management. An important component of the role is managing purchasing activities in line with VDOT's procurement guidelines, which requires attention to detail and adherence to compliance regulations. Additionally, this position involves meticulous records management—maintaining accurate files, managing pending response items, and updating official documents to ensure organizational transparency and ease of access.
Success in this role is highly dependent on the candidate's ability to communicate effectively both orally and in writing, compile and prepare coherent reports, and demonstrate a solid understanding of office and business practices. Strong customer service skills are essential since the position interacts with internal teams and external contacts regularly. Technological proficiency in software such as Microsoft Office is necessary to perform daily tasks efficiently and accurately.
To qualify for this role, candidates must show the ability to handle confidential and sensitive matters with discretion, apply standard record retention practices, and perform well under pressure to meet deadlines. Knowledge related to executive administrative practices and proper filing and document management is also crucial. Given the scope of the duties, candidates with a blend of education, experience, or training related to general office environments or administrative support stand to excel. The ability to work independently and interpret organizational policies adds significant value to the position.
VDOT emphasizes a safe and ethical workplace, insisting that all employees comply with the agency's Code of Ethics and the Commonwealth's Standards of Conduct. This role offers a unique opportunity to contribute meaningfully to the public sector, supporting the vital transportation infrastructure in Virginia while honing administrative expertise within a reputable and stable government agency.
This particular role is designed to provide administrative support within VDOT, serving as a critical link between management, various work groups, and external stakeholders. Positions of this nature typically operate within a diverse, dynamic office environment, supporting a range of activities from coordinating complex meeting schedules to managing detailed records and facilitating communications across multiple levels. This role is essential in helping maintain smooth workflow processes and supporting overarching organizational objectives.
The role encompasses a broad set of responsibilities, including administrative coordination of meetings with staff and elected officials, preparing detailed agendas and minutes, and ensuring efficient correspondence management. Candidates are expected to handle various general office duties such as transcription, report preparation, and data management. An important component of the role is managing purchasing activities in line with VDOT's procurement guidelines, which requires attention to detail and adherence to compliance regulations. Additionally, this position involves meticulous records management—maintaining accurate files, managing pending response items, and updating official documents to ensure organizational transparency and ease of access.
Success in this role is highly dependent on the candidate's ability to communicate effectively both orally and in writing, compile and prepare coherent reports, and demonstrate a solid understanding of office and business practices. Strong customer service skills are essential since the position interacts with internal teams and external contacts regularly. Technological proficiency in software such as Microsoft Office is necessary to perform daily tasks efficiently and accurately.
To qualify for this role, candidates must show the ability to handle confidential and sensitive matters with discretion, apply standard record retention practices, and perform well under pressure to meet deadlines. Knowledge related to executive administrative practices and proper filing and document management is also crucial. Given the scope of the duties, candidates with a blend of education, experience, or training related to general office environments or administrative support stand to excel. The ability to work independently and interpret organizational policies adds significant value to the position.
VDOT emphasizes a safe and ethical workplace, insisting that all employees comply with the agency's Code of Ethics and the Commonwealth's Standards of Conduct. This role offers a unique opportunity to contribute meaningfully to the public sector, supporting the vital transportation infrastructure in Virginia while honing administrative expertise within a reputable and stable government agency.
Job Requirements
- High school diploma or equivalent
- prior experience in administrative support or office coordination preferred
- proficiency with Microsoft Office Suite
- excellent oral and written communication skills
- ability to manage multiple tasks and deadlines efficiently
- capacity to handle confidential information with discretion
- basic knowledge of procurement and purchasing processes
- ability to work collaboratively with diverse internal and external stakeholders
- attention to detail and organizational skills
- ability to adapt to changing work demands
- valid work authorization
Job Qualifications
- Ability to communicate effectively orally and in writing
- ability to compile, coordinate, and prepare reports
- knowledge of office and business practices and principles
- skill in providing and promoting good customer service to internal and external customers
- skill in the use of computers and software applications including Microsoft Office
- ability to handle confidential and sensitive issues appropriately
- ability to interpret and apply standard record retention practices and procedures
- ability to perform under pressure and meet deadlines
- knowledge of executive administrative practices
- skill in filing and document management
- combination of training, experience, or education in a general office environment or related field desired
- ability to work independently
- experience interpreting and applying policies and procedures
Job Duties
- Perform special duties as assigned
- provide administrative support to a manager, work group, section, or facility
- coordinate workflow processes
- communicate with internal and external contacts
- maintain current knowledge of related policies, procedures, and practices
- coordinate and schedule meetings with VDOT staff, elected officials, citizens, and other external participants
- prepare agendas, meeting minutes, and track action items
- prepare letters to individuals within and outside VDOT
- coordinate functions and special events including logistics
- provide clerical and administrative support such as transcribing, formatting, and typing materials
- assist with scheduling and setup for training sessions
- manage purchasing activities in accordance with agency procurement guidelines
- maintain files, records, and update documents and lists
- pick up, sort, date, and route mail as appropriate
Job Location
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